STAFF: Understanding Internal Roles

Roles for your Staff Users

There are several different roles for your Internal users. These roles are generally grouped and referred to as Internal or Staff.

Super Admin: The Super Admin is the user who owns the license for this particular platform account. They have full admin access to the entire platform, along with the ability to manage the license subscription from the Settings > Manage Account menu. The Super Admin has the most access of any user, and there is only one Super Admin user per account.

Admin: Admin users have access to the entire platform and can perform nearly any action, with two major exceptions; Admins (or any other user) cannot view or edit the Super Admin's details, and they cannot view or modify anything in the Manage Account menu. There can be multiple Admins per account.

Project Manager: A Project Manager has Admin-level access in the Projects and CRM portions of the platform, but limited access elsewhere. For example, a Project Manager has no access to the Office areas of the platform, nor do they have any access to the Admin Settings menu.

Office Manager: An Office Manager has Admin-level access in the Office and CRM portions of the platform, but limited access elsewhere. For example, an Office Manager has no access to the Projects section of the platform, nor do they have any access to the admin Settings menu

Teammate: A Teammate is a lower-level user, who primarily has limited access to the Projects menu. Teammates will only be able to access Projects to which they are assigned, and their access within those Projects is also limited (for example, Teammates do not have access to the Client Talk menu within their assigned Projects). Teammates cannot be assigned as the Project Leader.

Salesperson: A Salesperson is a lower-level user with similar access to a Teammate role, in that Salespersons can be assigned to Projects and Tasks within Projects. Additionally, Salespersons have access to many sections of the CRM portion of the platform, including being able to create new Companies, Contacts, Events, and Goals. While a Salesperson can view Company and Contact info, they are only able to edit and/or delete Companies and Contacts that they themselves created. Salespersons also have a unique ability to "Claim" Contacts, which hides the Contact from other Salespersons.

CLICK HERE to learn about Salesperson Visibility

Freelancer: A Freelancer is similar to a Teammate, except that they do not have access to the Team Talk menu within their assigned Projects. They do not have access to Files, and they are also unable to use the Live Chat feature.

How do I change a Staff Member's Role?

Please note that you can only make "up the ladder" changes in permissions. This is necessary because "demoting" will often be impossible if the user was added to assets that would not be visible/available to that user if a lower permissions structure was applied.

Here's how the "ladder" is structured:

  • Super Admin (there can be only one and that person can't be changed)
  • Admin
  • Project Manager
  • Office Manager
  • Teammate
  • Salesperson
  • Freelancer

So, for example, if you wanted to change a Teammate to a Project Manager, that would be no problem. If you wanted to change from a Project Manager to an Admin that would be no problem.

However, you are not able to change an Admin to a Teammate or a Project Manager to a Teammate. In the case where you are limited by this rule the only way to accomplish it is to delete the user and re-add at the lower permission level.

Navigate to Flyout Menu > Manage Staff.

Click on the Staff Member you would like to change the Role for.

Select the new Role from the Staff Role dropdown menu and click the Save button.

How do I edit or delete Staff Members?

Navigate to Flyout Menu > Manage Staff.

Click the Options menu button to manage the Staff Member.

Edit: Edit the information for the Staff Member.

Impersonate: Impersonate the Staff Member's account.

CLICK HERE to learn about Impersonating

Send Message: Send the Staff Member a Secure Message.

CLICK HERE to learn about Secure Messaging

Change Password: Change the Staff Member's password that they use to log in.

Assign On-Demand FLOW: Assign On-Demand Staff FLOWs direct to the Staff member.

CLICK HERE to learn about FLOWs

Apply Folder Generator: Apply pre-created Folder Generators.

CLICK HERE to learn about Folder Generators.

Set Inactive: Disable the Staff Member's access to the account.

CLICK HERE to learn about Inactive Users